This procedure outlines requirements for notifying and reporting health and safety incidents and hazards at The University of Queensland (UQ). This procedure applies to all UQ workers (including staff, higher degree by research students, contractors, volunteers) and others (undergraduate students, visitors, clinic clients), across all UQ operations and sites, including controlled entities. Show
This procedure supports UQ’s Health, Safety and Wellness Policy, which outlines UQ’s commitment to continuous improvement in the prevention of injuries, illness and incidents through an effective health and safety management system. 1.1 ContextReporting and recording of incidents is an important component in hazard control, risk management and incident prevention. UQ has a legal obligation under the Work Health and Safety Act 2011 (WHS Act) and the Work Health and Safety Regulation 2011 (WHS Regulation) to keep a record of all work-related injuries, illnesses, and dangerous events that occur in the workplace or where work is undertaken. UQ also has a legal duty to report certain types of incidents (notifiable incidents) to Workplace Health and Safety Queensland (the Regulator). 2.0 Process and Key ControlsThe following requirements apply to all UQ workers and others regarding the reporting of incidents:
3.0 Key RequirementsIncident reporting is important to ensure that the affected person receives appropriate treatment and care early so their injury/illness can be resolved quickly. For hazards and near misses, even though a person may not be immediately injured, early reporting can reduce the risk of someone being injured in the future. Incident reporting allows UQ to complete an action plan to rectify the hazard and/or minimise further risk of injury/illness. UQ’s online reporting system for all injuries, illnesses, hazards and near misses is UQSafe. All UQ staff, students and some contractors have access to UQSafe. Staff of UQ’s controlled entities are also required to access and use UQSafe. Incidents, hazards and near-miss events must be reported through UQSafe by the affected person or by another person, who is familiar with the details, where the affected person cannot access the system. 3.2 Types of reports in UQSafeWhen entering a report in UQSafe, it is important to determine whether the event will be reported as a hazard or an incident (“incidents” include near misses, illnesses and injuries). 3.2.1 Hazard ReportA hazard is where an incident or event has not occurred, although if it had, it may have had the potential to cause injury/illness or damage. If a hazard is identified and can be immediately and safely rectified, and the person is capable to do so, then this should occur. If this is not possible, hazards are required to be reported in UQSafe by any person who becomes aware of a hazard and an action plan created to resolve it. 3.2.2 Incident ReportAn incident is an occurrence arising out of, or in the course of, undertaking work or study (or journey to/from work via direct and normal route from/to home), that could or does result in injury or ill health, or damage to property or the environment. Incidents are categorised as either:
3.2.2.1 Determining if an incident is a near miss or an injury/illness In UQSafe, an incident is reported by responding to a yes or no answer to the question “Did an injury/illness occur”. The key factor in determining whether an incident is a near-miss or an injury/illness is whether the worker came into contact with the hazard or was exposed to the hazard that may result in an immediate injury, or whether the exposure could result in a future injury/illness. For example, a hazardous chemical exposure via eyes/skin/ingestion or airways in an unintended way (e.g. chemical splash or spill) for a chemical that has suspected or known health effects would be reported as an injury/illness not a near miss. Even though there was not an immediate injury, the exposure may cause a potential injury/illness in the future. The incident is a near miss if the chemical is spilled or splashed but does not come in contact with the workers eyes/skin/airways or is not known or suspected to cause any adverse health effects. 3.3 Entering a report into UQSafe3.3.1 Report submissionAll UQ workers and others have a responsibility to report incidents (both physical and psychosocial) and workplace hazards as soon as practicable after becoming aware of the incident/hazard, if possible, within 24 hours. For UQ workers and others with access to UQSafe, information can be entered through the desktop version or through the mobile app (PocketSafety). PocketSafety is available as a download free from the App Store for both iPhone and Android. Reports of incidents, hazards or near miss events should be prompt, detailed, accurate and clear to emphasise the facts as they are known to the person/s at the time of reporting. Images and other relevant supporting documents should be attached where possible/appropriate. Some fields on the online report are pre-populated based on the user profile of the affected person from UQ’s Human Resource Management system (e.g. the person’s supervisor, Organisational Unit, person type). 3.3.2 System workflowOnce a report is submitted in UQSafe, online notifications and automatic workflows are triggered. This workflow includes automatic notification to the following persons/groups/roles:
3.3.3 Confidential reportsSome reported incidents may require confidentiality (e.g. a confidential report may be appropriate where there is an alleged bullying, harassment, or sexual misconduct by the person’s direct supervisor). In this case, the person entering the report can select it as ‘confidential’ from their local area, which will keep it confidential from the persons direct supervisor, the HSW Manager and the WHS Coordinator. When the confidential flag is selected, only senior staff in the HSW Division (i.e. Director or Associate Director), will be initially notified of the incident. The person will be contacted to discuss the report and any further action that may need to occur. 3.3.4 Granting additional access to view reportsUQSafe allows persons to be ‘invited’ into the report (e.g. in the case of hazard reporting). This function can be used to notify a person who is not directly involved with the report or outside the Organisational Unit that they may have an action to complete. 3.3.5 Incident data verificationThe data contained in the incident notification must be correctly allocated for reporting and trend analysis. The ‘verification’ of the report by the relevant WHSC / HSW Manager is to ensure that the report is complete, and the data is accurate. Verification is not to check that the incident happened or that it happened as reported. Data verification includes checking the following details for accuracy:
If the information is unclear, the person who lodged the report or the injured person must be contacted to seek clarity. The WHSC of the work area or HSW Manager is required to ‘verify’ this data. This is to ensure that when completing an action plan, the focus is on implementing the correct controls. It also provides more meaningful consolidated data for analytics to inform injury prevention programs. 3.3.6 High Potential Incident (HiPo)A high-potential incident (HiPo) is an incident or near-miss that could have under other circumstances, caused a serious injury and/or a notifiable incident. Awareness of high potential incidents is a key factor in risk management at UQ. The WHSC’s are required to mark incidents in UQSafe as HiPo when applicable by selecting the HiPo icon in the top tool bar.
3.4 Responding to incidentsApart from confidential reports (refer to section 3.3.3), UQSafe automatically assigns the affected person’s supervisor to be the ‘Person Responsible’ for following up on the report and creating the corrective action plan. If the automatic assignment is incorrect, the report can be transferred to a more suitable ‘Person Responsible’ at any time. This is to be done by the HSW Manager or the WHSC. 3.4.1 Action PlanIdentified hazards should be remedied as soon as possible, or isolated to ensure they are unable to cause harm. Actions taken following an incident are documented in UQSafe. The ‘Person Responsible’ (Supervisor) has responsibility for creating an action plan in UQSafe prior to submitting:
The Action Plan must be created as soon as possible after an incident is reported (no later than four weeks after the event). If the Action Plan has not been created by the Supervisor within seven days, a reminder notification is automatically emailed to the Supervisor and the Supervisor’s manager. If an Action Plan still has not been created within 14 days of report submission, UQSafe escalates the non-conformance to the local HSW Manager/WHSC. Hazards or incidents may require different levels of investigation depending on their seriousness or risk level, therefore investigation times may vary. Refer to Incident Investigation Procedure. 3.4.2 Monitoring and reviewOnce the action plan has been created, it is ‘verified’ by the HSW Manager or local WHSC to ensure the corrective actions are appropriate and the target risk proportionate. The HSW Manager or local WHSC will continue to monitor the report while it remains open, until all corrective actions are completed and the report is closed. 3.5 Notifiable Incidents3.5.1 Reporting of notifiable incidentsThe WHS Act outlines the types of injuries, illness and events related to the business or undertaking of UQ that are notifiable. Any incident that may fit the criteria as being notifiable is to be reported to the HSW Division as soon as possible. The definition of a notifiable event can be found in section 7.1. The HSW Division will make the determination if the incident or event is notifiable and will coordinate the submission of the report to the Regulator. In the case of controlled entities, the HSW Division must be contacted prior to any notification being submitted to the Regulator. If the incident is notifiable the site must be preserved pending further direction from the Regulator. The site can only be disturbed if it is:
For all notifiable incidents, a formal investigation must be undertaken according to Incident Investigation Procedure. 3.5.2 Reporting of contractor notifiable incidentsIn the case where a contractor experiences an incident that is, or could be, notifiable, the contractor’s organisation (PCBU) shall follow their own reporting processes including the duty to notify the Regulator. In addition, the contractor is to inform, as soon as reasonably practicable, their usual UQ contact. 3.6 Workers’ Compensation and RehabilitationIf a worker (as defined by the Workers’ Compensation and Rehabilitation Act 2003) suffers a work-related injury or illness they must complete an incident report in UQSafe. If they seek to claim workers’ compensation, the completion of a report in UQSafe does not replace the need for completion of a Workers' Compensation Claim Form. Application forms can be obtained from Work Injury Management within the HSW Division. Students (including higher degree by research and masters), volunteers and honorary positions are not covered by workers’ compensation insurance. UQ holds alternative insurance coverage for these persons for the activities they undertake at UQ. Information can be obtained through UQ Insurance Services. 4.0 Roles, Responsibilities and AccountabilitiesHeads of Organisational Units are responsible for:
4.2 Managers and supervisorsManagers and supervisors are responsible for:
4.3 Work Health and Safety Coordinators (WHSC)Work Health and Safety Coordinators (WHSC) are responsible for:
4.4 Health, Safety and Wellness (HSW) ManagersHealth, Safety and Wellness (HSW) Managers are responsible for:
4.5 Health, Safety and Wellness DivisionThe HSW Division provides advice and support, and liaises with HSW Managers, senior management of UQ, as well as the Regulator. Responsibilities also include:
4.6 UQ workers and othersResponsibility of UQ workers and others include:
5.0 Monitoring, Review and AssuranceThe HSW Manager/WHSC for the Faculty/Institute/controlled entity will complete a health, safety and wellness report for the Health, Safety and Wellness Committee. This report is to summarise hazards and illnesses/injuries (de-identified) for the area and the HSW Manager/WHSC to use these to provide insights into risk management for discussion. These reports are to be reviewed and provided to senior management as appropriate. On a regular basis (preferably daily) the HSW Manager/WHSC will review incidents in UQSafe and ensure they have been verified and that the data is correct. Periodically, the action plans are randomly reviewed by the HSW Division to provide an assurance they are completed to a high standard that reduces risk. The HSW Division also audits UQSafe notifications for completeness. Custom reports are available in UQSafe to monitor compliance with key performance indicators associated with incident and hazard reporting. 6.0 Recording and ReportingThe HSW Division maintains the UQSafe modules:
The HSW Division also completes a monthly HSW Report which is distributed to the HSW Managers and senior managers throughout UQ. 7.0 AppendixFirst aid - one-time, short-term medical attention that is usually administered immediately after the injury occurs. It includes cleaning minor cuts or scrapes, applying bandages, use of non-prescription medicine at a non-prescription strength, and hot or cold therapy. Hazard - a condition or situation which has the potential to cause injury or illness, but has not resulted in an injury or illness. Incident - any occurrence that leads to, or might have led to, injury or illness to people, danger to health and/or damage to property or the environment. For the purpose of this procedure, the term "incident" is used as an inclusive term for injuries/illnesses, accidents and near misses. Lost time injury (LTI) - recorded when UQ worker loses one or more shifts, or days off work, following the day of the work-related injury. Therefore, the day of injury is not included as an LTI. For reporting purposes, students (including post-graduate and masters) are excluded from LTI data as are journey incidents (to and from work). Medical treatment - for a serious injury or illness is defined as treatment:
In usual circumstances “medical treatment” does not include visits to a physician or other registered health professional solely for observation, counselling, diagnostic procedures or first aid. In some cases first aid may be provided by a medical practitioner or other registered health practitioner – first aid that is carried out by these parties does not automatically categorise it as “medical treatment”. Further guidance of Medical Treatment Injuries (MTIs). MTIs include: Administering or prescription of medication (including antibiotics), as prescribed by a qualified medical practitioner.
MTIs exclude:
Near miss - an unplanned event that has the potential to cause, but does not actually result in human injury, environment or equipment damage. No lost time injury (NLTI) - less than one full day was lost time, immediately following the injury. Notifiable incident - there are certain incidents/illnesses and events which are required to be reported under work health and safety laws and electrical safety laws to Workplace Health and Safety Queensland. All notifiable incidents must be reviewed by the HSW Division, prior to notification to the regulator. These include:
Serious injury or illness of a person means an injury or illness requiring the person to have -
Dangerous incident - an incident in relation to a workplace that exposes a worker or any other person to a serious risk to a person's health or safety emanating from an immediate or imminent exposure to -
2) Electrical notifiable incidents and events:
Serious electrical incident - an incident involving electrical equipment if a person:
Dangerous electrical event includes:
Note that high voltage means a voltage above 1000V a.c. or 1500V ripple-free d.c. and any shock or injury to a person from high voltage electricity must be notified, regardless of whether they’re treated for it. Persons conducting businesses or undertakings (PCBU) – (from section 5, Work Health and Safety Act 2011) (1) For this Act, a person conducts a business or undertaking — (a) whether the person conducts the business or undertaking alone or with others; and (b) whether or not the business or undertaking is conducted for profit or gain. (2) A business or undertaking conducted by a person includes a business or undertaking conducted by a partnership or an unincorporated association. (3) If a business or undertaking is conducted by a partnership (other than an incorporated partnership), a reference in this Act to a person conducting the business or undertaking is to be read as a reference to each partner in the partnership. (4) A person does not conduct a business or undertaking to the extent that the person is engaged solely as a worker in, or as an officer of, that business or undertaking. (5) An elected member of a local government does not in that capacity conduct a business or undertaking. (6) A regulation may specify the circumstances in which a person may be taken not to be a person who conducts a business or undertaking for the purposes of this Act or any provision of this Act. (7) A volunteer association does not conduct a business or undertaking for the purposes of this Act. (8) In this section, volunteer association means a group of volunteers working together for 1 or more community purposes where none of the volunteers, whether alone or jointly with any other volunteers, employs any person to carry out work for the volunteer association. UQ workers – for the purposes of this procedure includes:
Workplace – for the purpose of this procedure a workplace is any place where work is undertaken by UQ, including field sites and other off-campus locations. 7.2 Guidance for Incident Report Verification by WHSCTo ensure the incident data and therefore reports are generated correctly, the key details need to be ‘verified’. This is distinct from an ‘investigation’ that determines causal factors, this is to ensure data is captured correctly. Action plan verification is to ensure that the action plan created by the supervisor uses the hierarchy of control to eliminate or minimise the risk as far as reasonably practicable and the actions have been completed and closed out within the timeframes allocated by the supervisor. 7.2.1 WHSC Incident VerificationThe role of the WHSC in the work area is to ‘verify’ the incident report by checking all fields and questioning any that seem to be incorrect. Key field (as below) are important for UQ-wide reporting, trend analysis, regulator reporting and for insurance purposes. All changes are automatically captured in the audit trail, and must have an accompanying note to indicate what changes were made and why. Key fields to be verified:
7.2.2 WHSC Action Plan VerificationThe role of the WHSC in the work area is to ‘verify’ the action plan by:
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